1. Educational Information System Replacement Plan Overview
Education Information Technology Department
January 5, 2007

2. What is EIS?
Educational Information System will provide automation for much of our student and administrative services
Replaced legacy systems will include:
SunGuard’s IA Plus (HRS, FRS, SIS)
Other independent systems such as:
Resource Management System
Work Flow System
Library System
Student Tracking System
Counseling System (Early Alert)
Identity Management System
Other Legacy manual processes
January 5, 2007

3. Background
October Current systems assessment concluded that we should:
replace our old legacy systems and
begin procurement of an Educational Information System (EIS)
Measure C provides resources to replace our legacy systems
January 5, 2007

4. Why Replace? A new EIS architecture will:
improve services to students
enhance teaching and learning
Legacy systems are limited in their:
capacity to store certain records
ability to add new functionality
Legacy systems are near end of life
January 5, 2007

5. Critical Early Goals Design / procure a student-centered system
Upgrade / streamline services to our students
Deliver student services consistently across the district
Create a sustainable architecture
January 5, 2007

6. Key Features of Project
Web-based tool to collect broad based input regarding the requirements of a new system.
Six year cycle to choose, procure, install, convert, configure, and train.
Four years away from going live on the new system.
Changing systems is a difficult process involving all District departments
January 5, 2007

7. Project Overview Phase 1 CY 2007 Phase 2 CY 2008 -10
Functionality and Gap Analysis Jan - Sept
Decision and Contracting Oct - Dec
Phase CY
Conversion and Training
Phase 3 CY
Stabilization
January 5, 2007

8. Choosing a System Criteria
Ability to meet functional requirements
Ability to meet technical requirements
Evaluation of vendor demonstrations
Evaluation during site visits
Reference Checks
Vendor-developed and open-source, collaborative solutions considered
January 5, 2007

9. Project Leadership Department managers Kathy Kyne Chien Shih
At Foothill / De Anza Colleges, Central Services
Responsible for requirements identification and validation in Phase 1
Kathy Kyne
Consultant
Phase 1 project leader / facilitator
Chien Shih
Director of Information Systems & Operations
Overall responsibility for the project (all phases)
January 5, 2007

10. Team Organization in Phase 1
Project Manager
Faculty / Staff
Functional Manager
Purchasing
Project Support Team
EIS Steering Committee
Vice Chancellor Technology
Chancellor’s Staff
Chancellor’s Advisory Council
Foothill - De Anza Senior Staff
Students
ETAC Committee
All Administrators / Supervisors
January 5, 2007

11. Phase 1 Project Schedule
March 13 Project Kickoff
April 16 Process Reviews
May 7 Requirements Gathering
July 2 Release RFP
Aug 31 Begin RFP Reviews
Oct 1 Conduct Vendor Demos
Nov 15 Release Final Report / Decision
Dec 31 Complete Contract Negotiations
January 5, 2007

12. Decision Director Tool
Is sponsored through the Foundation for California Community Colleges
Is Web-based, easy to use, and allows wide participation
Supports identification and validation of functional / technical requirements
January 5, 2007

13. Decision Director Tool
Supports analysis of educational work processes / procedures
Allows vendors / collaboratives to submit proposal information directly into Web database
Provides decision support information to guide decision
January 5, 2007

14. Decision Information Sample
January 5, 2007

15. References University of Virginia South Dakota Board of Regents
Citrus College
Gavilan
Taft
Cuesta
January 5, 2007

16. Terms Educational Information System (EIS)
FHDA specific term for this project
Enterprise Resource Management (ERP) system
A comprehensive information system that automates organizational processes
Migration
The task of moving from one system to another
Conversion
The task of cleaning and reformatting data in one system and moving it to another system
January 5, 2007

17. Questions?
January 5, 2007